Purchasing Cycle

Exercise Introduction In this exercise, you will be processing a purchase order for the fictitious Fitter Snacker company—a manufacturer of snack bars. Fitter Snacker has two products, the NRG-A and NRG-B bars. The NRG-A bar touts “Advanced Energy,” while the NRG-B bar touts “Body Building Proteins.” Multiple versions of the Fitter Snacker Company have been configured in SAP R/3 system. The structure of the SAP system being used for this exercise is shown below:

SAP System Setup for CourseSAP System Setup for Course

R/3 System – Server D

Client 250

00 Fitter Snacker

01 Fitter Snacker

02 Fitter Snacker

99 Fitter Snacker

Client 260 Client 270

00 Fitter Snacker

01 Fitter Snacker

02 Fitter Snacker

99 Fitter Snacker

00 Fitter Snacker

01 Fitter Snacker

02 Fitter Snacker

99 Fitter Snacker

SAP System Setup for CourseSAP System Setup for Course

R/3 System – Server D

Client 250

00 Fitter Snacker

01 Fitter Snacker

02 Fitter Snacker

99 Fitter Snacker

00 Fitter Snacker

01 Fitter Snacker

02 Fitter Snacker

99 Fitter Snacker

Client 260 Client 270

00 Fitter Snacker

01 Fitter Snacker

02 Fitter Snacker

99 Fitter Snacker

00 Fitter Snacker

01 Fitter Snacker

02 Fitter Snacker

99 Fitter Snacker

00 Fitter Snacker

01 Fitter Snacker

02 Fitter Snacker

99 Fitter Snacker

00 Fitter Snacker

01 Fitter Snacker

02 Fitter Snacker

99 Fitter Snacker

In this exercise you will be working on SAP R/3 server D. Depending on which class you are in, you will be assigned to a particular client. In SAP, the term ”client” has a different meaning than the typical usage of client in the computer world. In the beginning, while not technically correct, the easiest way to understand the SAP usage of client is to think of a client as a separate database. Information in one client, say client 250 above, is not accessible from other clients. When you log into the SAP system, you have to choose which System/Server you are logging into, then when you log in to that particular server, you have to specify which client you are logging into. Within each client in the system, there are 100 copies of the Fitter Snacker data. You have been assigned to one of these sets of data. On your SAP System User ID sheet, you have been given

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Purchasing Cycle

the system and client your account is on. You have also been given a Data Set Number, which tells you which set of data you should be using within your client. IT IS CRITICAL THAT YOU USE ONLY YOUR DATA SET. FAILURE TO DO SO WILL CAUSE YOU PROBLEMS AS WELL AS OTHERS IN YOUR CLASS. All of the data in the Fitter Snacker database begins with a Data Set Number. For example, the NRG-A bars are entered as 00 NRG-A, 01 NRG-A, 02 NRG-A, etc. This will allow you to use the search function in SAP to find your particular snack bar. In the instructions that follow, the pound symbol (##) will be used to represent the Data Set Number. For example, in creating a purchase requisition, the instructions will ask you to search for your materials using ##*. You will need to replace the ## with your Data Set Number. For example, if you are data set number 09, then you will be searching using 09*, and you will find all materials that begin with 09. The screen shots in the instructions were created using Data Set Number 00, which is reserved for instructors. Do not use Data Set Number 00 in any transactions. Default Parameter ID To make entering transactions easier, we can set up standard default values for common data entry fields like company code, purchasing group, currency, etc. To do this, Parameter IDs (PID) can be given default values so that these entries are made automatically. Default values should only be set for those parameters that do not change frequently. To set up parameter ID values, follow the pull-down menu path: System User profile Own data to call up the following screen:

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Click on the Parameters tab

Click on the Parameters tab to produce the following screen:

Enter Parameter ID and Default value Make sure to use your own data set number (e.g. ##FS )

Enter the following parameter ID’s and default values:

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Parameter ID Value FOP X BUK ##FS EKO ##PR FWS USD GJR Current Year KPL CHFS SPR ENGLISH

WRK ##PT then click the enter icon ( ) to see the text entries that describe the parameters you entered.

Click on the save icon ( ) to save your parameter changes and return to the main SAP screen. If you find yourself entering the same parameter value over and over again and want to set up a default Parameter ID value, you can determine the parameter fairly easily. For example, suppose we are frequently entering purchase orders. If you follow the menu path:

Logistics Materials Management Purchasing Purchase Order Create Vendor Unknown

you will get the following screen:

Suppose that you wanted to set a default value for the purchasing group. To find the parameter ID, click on the Purchasing group data entry field, then press the F1 key to get the Performance Assistant:

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Click on the Technical information icon

Click on the Technical information icon ( ) to get the following screen:

Note that the Parameter ID for Purchasing group is EKG

The Technical information window tells you that the Parameter ID for Purchasing group is EKG. If you were actually working for Fitter Snacker, you would probably be assigned to one purchasing group and could set a default value for this item just like you did for the other parameters.

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Purchasing Cycle

Click on the cancel icon ( ) to close the Technical Information window, and then close the

performance assistant window by clicking on the close icon ( ). Click on the exit icon (exit

icon ( ) to the SAP Easy Access screen.

The Purchase Order Cycle For this exercise, we will:

• Create a purchase requisition for two Fitter Snacker raw materials—oats and wheat germ

• Convert that requisition into a purchase order • Create a goods receipt • Create an invoice receipt • Post the outgoing payment

Create Purchase Requisition To create a purchase requisition, which is a request to the purchasing department to order material from a vendor, follow the menu path:

Logistics Materials Management Purchasing Purchase Requisition Create

which will produce the following screen:

Click on the Close icon to get more room on the screen, then click on the Item overview icon toopen up the screen for entering items to requisition

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Purchasing Cycle

Note that this screen has benefited from SAP’s EnjoySAP initiative, which was an effort to make the SAP system more user-friendly. Hopefully, you will enjoy this exercise! Click on the close icon ( ) to close the message, then click on the Item overview

icon ( ) to get the following screen:

We need to enter the material to be requisitioned. SAP gives each material a unique material number. To find your material using the search function, click on the Material cell, which will produce the search icon:

Click on the cell to call up the search icon, then click on the icon

Click on the search icon, and the search window will appear:

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Purchasing Cycle

Enter ##* in the material description, then click on the start search (enter) icon

There are 100 sets of identical data in the Fitter Snacker database. All material descriptions begin with the data set number, so to find your materials, enter your data set number followed by

the wildcard (*), and then click on the start search ( ) icon to find all materials that begin with ##. This will produce a list of your materials:

Double-click on the Oats entry to select it

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Purchasing Cycle

Double-click the line with Oats to select it, and the SAP system will automatically enter the material number into the purchase requisition form:

Note that your material number will be different than that shown above. To complete the purchase requisition, enter all of the following data:

Material (using search)

Quantity

Deliv. date

Stor. Loc.

## Oats 44000 Working day one month in the future 100 ## Wheat Germ 2000 Working day one month in the future 100

Note that you can call up a calendar for the delivery date field by clicking on the data field and clicking on the search icon ( ):

Use the calendar to find a working day one month into the future

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When you have entered everything, click on the enter icon ( ) and, if everything is correct, you shouldn’t get any error messages. Your screen should look like the following:

Data retrieved from the material master database

Note that the SAP R/3 system has pulled information about your materials from the Material

Master database. Click on the save icon ( ) and notice that you have created a purchase requisition:

Click on the back icon ( ) to return to the SAP Easy Access screen. Create Purchase Order from Requisition One of the advantages of an integrated information system like SAP is that you don’t have to reenter information. We can use the data entered in the purchase requisition to create a purchase order. To do this, follow the menu path:

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Logistics Materials Management Purchasing Purchase Order Create Vendor Unknown

which will produce the following screen:

Enter Purchasing group ##B then click on Copy requisn.

Enter Purchasing group ##B then click on the icon Copy requisn. ( ). This will produce the following pop-up window:

Click on the search icon to call up the search tool

Don’t worry if you don’t remember the purchasing requisition number. It won’t be hard to find

as there aren’t many requisitions in the system. Click on icon ( ) to call up the search tool:

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Purchasing Cycle

Use the arrow icons to find the tab Purchase Requisitions per Purchasing Group Then search for requisitions under Purchasing group ##B

Find the tab Purchasing Requisitions per Purchasing Group, enter your purchasing group

(##B), then click on the Start search icon ( ). This will produce the following results:

The purchase requisition is listed with both items (Oats and Wheat Germ) Double-click on either to select

Double click on either line of the purchase requisition to select it. This will transfer the purchase requisition number to the Copy Reference window:

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Purchasing Cycle

Click on the enter icon ( ) to copy the purchase requisition:

Select both items by clicking on the Select all items icon,

then click on Adopt + details icon A purchase requisition may contain items that are purchased from more than one vendor, so a purchasing agent may select one or more items at a time from the requisition to create a purchase order. As we can buy both Oats and Wheat Germ from the same vendor, we will include both items on the purchase order.

To select both items, we can click on the Select all items icon ( ). After selecting both

items, click on the Adopt + details icon ( ) to get the following screen:

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Purchasing Cycle

Verify the data for oats, then click on the enter icon ( ). Verify the data for wheat germ,

then click on the enter icon ( ) a second time to produce the following screen:

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Purchasing Cycle

Click on the Select all items icon ( ), Then click on the Assign supply source icon

( ) to produce the following screen:

This screen allows us to perform a numbrother-in-law works for Oshtemo Oats

Oshtemo Oats line, then click on the chfor Oats. The same screen will appear

Click on Oshtemo Oats, thenthe choose icon, to select Oshtemo Oats as the vendor for Oats

ber of analyses to help in vendor selection. As our , we’ll just give the PO to them. Click anywhere on the

oose icon ( ) to select Oshtemo Oats as the vendor again, but this time for Wheat Germ:

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Purchasing Cycle

Click on Oshtemo Oats, then the choose icon, to select Oshtemo Oats as the vendor for Wheat Germ

Click anywhere on the Oshtemo Oats line, then click on the choose icon ( ) to select Oshtemo Oats as the vendor for Wheat Germ.

Click on the Select all items icon ( ) to again select the oats and wheat germ, then click on

the Generate purch. ord. icon ( ) to generate the purchase order. You should get the following screen:

Click on the icon to view items in the Purchase Order

Click on the expand icon ( ) next to Item overview to view the items in the purchase order:

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Purchasing Cycle

Click on the line Open requisition, then click on the adopt icon

Currently there are no items in the purchase order. We need to add them from the purchase requisition. To do this, click on the line Open Requisition in the Document overview, then

click on the adopt icon ( ) This will add the items to the purchase order:

Click on the expand icon for the Header data, then click on the conditions tab

To see details about the purchase order, click on the expand icon ( ) next to the Header line and then click on the Conditions tab:

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Purchasing Cycle

Click on the Conditions tab to view pricing information

Note that the total price for the purchase order is $9,400. Click on the save icon ( ) and notice that you get a warning:

This is because we have not configured an output device for the purchase order, which is not a

problem for this demonstration. Click on Save and then click on the back icon ( ) to get back to the SAP Easy Access screen.

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Purchasing Cycle

Create a Goods Receipt When the material arrives to satisfy the purchase order, we have to let the SAP system know that the material is now in the warehouse. To do this, we create a goods receipt using the following menu path:

Logistics Materials Management Inventory Management Goods Movement Goods Receipt For Purchase Order GR for Purchase Order (MIGO)

which will produce the following screen:

Use the search Purchase Documents per Vendor to find your PO

Use the search function Purchasing Documents per Vendor with purchasing organization ##PR and purchasing group ##B to find your purchase order:

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Purchasing Cycle

The vendor number may be entered in by default from the purchase order creation transaction—this is okay Make sure ##PR and ##B are entered, then click on the enter icon

Click on the enter icon to find the open purchase order:

With the purchase order numbe

Settings Default valu

to get the following screen:

Double-click on the purchase order line to select it

r entered, follow the pull-down menu path:

es

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Make sure: Propose the OK function in the future and Suggest all items are checked Then click on Adopt

Make sure Propose the OK function in the future and Suggest all items are checked, then

click on the Adopt icon ( ). You may get the following screen:

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Purchasing Cycle

Click on the enter icon ( ) to clear this message.

To enter the goods receipt, click on the Execute(enter) icon ( ) to call up the data for the purchase order. To confirm that the material received matches the purchase order, click on the

post icon ( ). You should get the following message:

Click on the back icon ( ) to get back to the SAP Easy Access screen. Verify Material Receipt To verify that SAP shows the recently received material in inventory, follow the menu path:

Logistics Materials Management Inventory Management Environment Stock Stock Overview

to get the following screen:

Use the search to find ## Oats and enter ##PT for plant, then click on the execute icon

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Use the search function to find ## Oats, enter ##PT for plant, then click on the execute icon ( ) to get the following screen:

The SAP system shows 44,000 LB of oats in storage location 100 in plant ##PT

Click on the exit icon ( ) to return to the SAP Easy Access screen. Next, to verify that the accounting records have also been updated by the goods receipt, follow the menu path:

Accounting Financial Accounting General Ledger Account Display Balances

To get the following screen:

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200000 for G/L account ##FS for Company code Current year for Fiscal year Then click the execute icon

Enter the following data:

200000 for G/L account ##FS for Company code Current year for Fiscal year

Then click the execute icon ( ) to get the following screen:

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Double-click on item to see transaction that created debit

Like before, you can double-click on the Debit amount to see what transaction created this entry:

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Select both items, then click on the display icon

Select both items displayed, then click on the display icon ( ). This will call up the following screen:

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The systems tracks who entered this information and when it was entered

Note that the SAP system knows who created this entry and when it was created. The SAP R/3 system is designed to be auditable, and to support this requirement, the system keeps track of a number of details on every transaction.

Click on the enter icon ( ) to clear this message, then click on the exit icon ( ) four times to return to the SAP Easy Access screen. Create an Invoice Receipt After sending us the goods, the vendor will send us an invoice. If we did a lot of business with this vendor and they had a good information system (like SAP), we could configure the systems so that the invoices would be sent electronically and this manual step would not be required. To manually record the receipt of this invoice, follow the menu path:

Logistics Materials Management Logistics Invoice Verification Document Entry Enter Invoice

which will produce the following screen:

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Purchasing Cycle

Enter today’s date for Invoice date and 9400 for the Amount, then click on search icon in field next to Purchase order/scheduling agreement

Enter today’s date for Invoice date and 9400 for the Amount, then click on search icon ( ) in field next to Purchase order/scheduling agreement to get the following pop-up window:

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Search for ## Oshtemo Oats in the vendor field (not Invoicing party)Enter ##FS for Company code, then Click on the execute icon

Search for your vendor, ## Oshtemo Oats, in the vendor field. Be careful not to search in the Invoicing party field. Enter ##FS for Company code, then click on the execute icon to get the following screen:

Select the PO, and then click on the Copy icon

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Purchasing Cycle

Your PO should be listed. Select the PO, then click on the copy icon ( ). This will

return you to the Enter Invoice screen. Click on the enter icon ( ) and then click on the

Simulate icon ( ) and you should get the following screen:

Click on Post

Click on the Post icon ( ) and you should get the following message:

Click on the back icon ( ) to get back to the SAP Easy Access.

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Purchasing Cycle

Post outgoing payment To pay the invoice, follow the menu path:

Accounting Financial Accounting Accounts Payable Document Entry Outgoing Payment Post

to get the following screen:

Enter today’s date for Document date Enter account 100000 for Account Enter 9400 for Amount Search for ## Oshtemo Oats for Account Then click on Process open items

Enter today’s date for the Document date. Under Bank data, enter 100000 for Account and 9400 for amount. Under Open item selection, search for ## Oshtemo Oats for the Account

(vendor ID number) then click on the icon Process open items ( ) to get the following screen:

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Double click on the 9,400.00 entry to assign the payment, then click on the save icon.

Double-click on 9,400.00 under USD Gross to assign the payment to the invoice document, then click on the save icon ( ). You should get the following message:

Click on the back icon ( ), ignoring any warnings, to get back to the SAP Easy Access.

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Now you need to document the payment to the vendor. To do this, follow the menu path:

Accounting Financial Accounting Accounts Payable Information System Reports for accounts payable accounting Vendors: items Vendor payment

history with OI sorted list

That’s a lot of menu path! It should call up the following screen:

Search for vendor ## Oshtemo Oats,then click on the execute icon

Search for your vendor, then click on the execute icon ( ) to get the following report:

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This report shows the payment history for ## Oshtemo Oats, which should only show one payment for the purchase order process you just completed.

To print a copy of this report, click on the print icon ( ) and you will probably get a screen like the following:

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Purchasing Cycle

Click on the Continue icon

After clicking on the continue icon you should be returned to the report screen and a message like the following should be displayed at the bottom:

The SAP R/3 system will also open window that will contain details of the print job:

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When your print job is complete, you can close this window.

Be sure to neatly print your name on a printout of the Vendor Payment History Report to hand in.